Printable Version IL Child Care and Development Fund (CCDF) Plan - FFY 2016-2018 Revised 01 31 18 (pdf)
Implementation of the requirements of the CCDBG Act of 2014 will require leadership and coordination between the child care assistance program and other child and family-serving agencies, services, and supports at the state and local levels. ACF recognizes that each grantee must identify the most appropriate entities and individuals to lead and participate in implementation based on the context within that State or Territory. This will include those that manage various components of CCDF funded activities and requirements (fiscal, subsidy, health and safety monitoring, and continuous quality improvement) as well as other public and private partners.
This section collects information to help ACF understand the stakeholders convened and consulted to develop the Plan, where authority lies to make policy decisions and program changes, and who is responsible for implementing the blueprint for action the Plan describes. For example, the law requires that, at the option of the Tribes, State/Territory Lead Agencies must collaborate and coordinate with Indian tribes or tribal organizations in the State in a timely manner in the development of the CCDF Plan. ACF expects that new requirements in the law will necessitate that grantees build partnerships with other agencies and organizations to better link the children and families receiving financial assistance to information, services and resources regarding other programs for which they may be eligible, including developmental screenings for children, and other resources (also in section 2). In addition, States and Territories must describe how public-private partnerships are being used to increase the supply and quality of child care services.
The Governor of a State or Territory shall designate an agency (which may be an appropriate collaborative agency), or establish a joint inter-agency office, to represent the State (or Territory) as the Lead Agency. The Lead Agency agrees to administer the program in accordance with applicable Federal laws and regulations and the provisions of this Plan, including the assurances and certifications appended hereto. (658D, 658E(c)(1))
Identify the Lead Agency or joint inter-agency office designated by the State/Territory. ACF will send official grant correspondence such as grant awards, grant adjustments, Plan approvals, and disallowance notifications to the designated contact identified here. (658D(a)).
Effective Date: 06/01/2016
Name of Lead Agency: Illinois Department of Human Services
Address of Lead Agency: 100 South Grand East, Harris II, Third Floor, Springfield, IL 62762
Name and Title of the Lead Agency Official: James T. Dimas, Secretary Designate
Phone Number: 217-557-1602
E-Mail Address: James.T.Dimas@illinois.gov
Web Address for Lead Agency (if any): www.dhs.state.il.us
Identify the CCDF administrator designated by the Lead Agency, the day-to-day contact, with responsibility for administering the State/Territory's CCDF program. ACF will send programmatic communications such as program announcements, program instructions, and data collection instructions to the designated contact identified here. If there is more than one designated contact with equal or shared responsibility for administering the CCDF program, please identify the co-administrator or entity with administrative responsibilities and include contact information.
Outreach and Consumer Education (section 2)
Subsidy/Financial Assistance (section 3 and section 4)
Licensing/Monitoring (section 5)
Child Care Workforce (section 6)
Quality Improvement (section 7)
Grantee Accountability/Program Integrity (section 8)
The Lead Agency has broad authority to administer (i.e., establish rules) and operate (i.e., implement activities) the CCDF program through other governmental, non-governmental, or other public or private local agencies as long as it retains overall responsibility for the administration of the program. (658D(b))
In other words, identify whether CCDF program rules and policies are established by the state or territory (even if administered or operated locally) or whether the CCDF policies or rules are established by local entities (such as counties or workforce boards) setting those policies. Check one.
In other words, which agency(ies) implement or perform these CCDF services and activities and how will the State/Territory ensure that Federal CCDF requirements are fully implemented by other governmental or nongovernmental agencies. ACF recommends minimizing differences ineligibility or other policies across counties or other jurisdictions to ease family burden and confusion. Check all that apply and describe the services performed by the entity and how the State/Territory ensures accountability that federal requirements are fully implemented by other agency(ies).
The Lead Agency is responsible for developing the CCDF plan which serves as the application for a three-year implementation period. In the development of the CCDF plan, the Lead Agency shall consult with appropriate representatives of units of general purpose local government.(658D(b)(2)) General purpose local governments is defined by the U.S. Census at https://www.census.gov/newsroom/cspan/govts/20120301_cspan_govts_def_3.pdf. The CCDBG Act of 2014 added a requirement that States consult with the State Advisory Council on Early Childhood Education and Care (pursuant to 642B(b)(I)(A)(i) of the Head Start Act). 658E(c)(2)(R) In addition, States shall, at the option of an Indian tribe or tribal organization in the State, collaborate and coordinate with such Indian tribe or tribal organization in the development of the State plan in a timely manner. (658D (b)(1)(E))
For example, did the entity participate in a drafting committee, review drafts, sign off on the final version, or develop a memorandum of understanding with the Lead Agency to meet requirements to share information or services for CCDF subsidy families, or other manner of participation? This list includes entities required by law along with a list of optional CCDF Plan consultation partners that Lead Agencies potentially would consult with in their developing their CCDF Plan.
Lead Agencies are required to hold at least one public hearing in the State/Territory with sufficient State/Territory-wide distribution of notice prior to such hearing to provide the public an opportunity to comment on the provision of child care services under the CCDF Plan. At a minimum, the description should include:
The CCDBG Act of 2014 added a requirement that the Plan describe how the State/Territory will efficiently, and to the extent practicable, coordinate child care services supported by CCDF with programs operating at the Federal, State/Territory, and local levels for children in the programs listed below.
Please describe the goals of this coordination, such as extending the day or year of services for families; smoothing transitions for children between programs or as they age into school, enhancing and aligning quality of services, linking comprehensive services to children in childcare settings or developing supply of quality care for vulnerable populations. NOTE that this list appears similar to the list provided in 1.3.1 which focused on consultation for purposes of developing the CCDF Plan, however, this list includes entities required by law, along with a list of optional CCDF Plan coordination partners that Lead Agencies potentially would coordinate with over the next 3 years to expand accessibility and continuity of care, and assist children enrolled in early childhood programs to receive full-day services. Check and describe all that apply. Effective Date: 06/01/2016
The CCDBG Act of 2014 added a provision that States and Territories have the option to combine funding for CCDF child care services with funding for any of the required programs listed in 1.4.1. These include programs operating at the Federal, State and local levels for children in preschool programs, tribal early childhood programs, and other early childhood programs, including those serving infants and toddlers with disabilities, homeless children, and children in foster care. (658E(c)(2)(O))(ii)) Combining funds could include blending multiple funding streams, pooling funds, or layering funds together from multiple funding streams in an effort to expand and/or enhance services for children and families to allow for delivery of comprehensive high quality care that meets the needs of children and families. For example, State/Territory agencies may use multiple funding sources to offer grants or contracts to programs to deliver services; a State/Territory may allow county/local government to use coordinated funding streams; or policies may be in place that allow local programs to layer CCDF funds with additional funding sources to pay for full-day, full-year child care that meets Early Head Start/Head Start or State/Territory pre-kindergarten requirements in addition to State/Territory child care licensing requirements. As a reminder, per the OMB Compliance Supplement governing audits (https://www.whitehouse.gov/omb/circulars/a133_compliance_supplement_2014), CCDF funds may be used in collaborative efforts with Head Start (CFDA 93.600) programs to provide comprehensive child care and development services for children who are eligible for both programs. In fact, the coordination and collaboration between Head Start and the CCDF is mandated by sections 640(g)(2)(D) and (E), and 642(c) of the Head Start Act (42 USC9835(g)(2)(D) and (E); 42 USC 9837(c)) in the provision of full working day, full calendar year comprehensive services (42 USC 9835(a)(5)(v)). In order to implement such collaborative programs, which share, for example, space, equipment or materials, grantees may blend several funding streams so that seamless services are provided.
The CCDBG Act of 2014 adds a new provision that requires States and Territories to describe in the Plan how the State/Territory encourages partnerships among State/Territory and public agencies, tribal organizations, private entities, faith based organizations and/or community-based organizations to leverage existing service delivery systems for child care and development services and to increase the supply and quality of child care services for children through age 12, such as by implementing voluntary shared services alliance models (i.e., cooperative agreement among providers to pool resources to pay for shared fixed costs and operation). (658E(c)(2)(P)) ACF expects these types of partnerships to leverage public and private resources to further the goals of reauthorization.
Race to the Top/Early Learning Challenge Grant: Illinois received a Race to the Top/Early Learning Challenge (RTT/ELC) grant in Round 2 of the federal initiative. Under the direction of the Governor's Office of Early Childhood Development, the CCDF Lead Agency is coordinating efforts with the Illinois State Board of Education (ISBE), the Department of Children and Family Services (DCFS, child care licensing), and the Illinois Early Learning Council (IELC) in the administration of the grant. Several private agencies have key roles in implementing the goals and objectives set forth in the proposal. OECD manages and coordinates the programmatic activities funded by the RTT grant. ISBE is the grantee and fiscal agent for the RTT grant and the LA is a sub-fiscal agent for grant funds. Monthly Interagency meetings with State Agency staff and the Head Start Collaboration Acting Associate Director focus on coordination and collaboration efforts for RTT ELC funded activities and other State priorities for early childhood services. These include the CCDBG activities of the Lead Agency. LA staff work on a weekly basis with OECD, INCCRRA and CCR&R staff on the implementation of the new, cross-sector ExceleRate Illinois, which has been enhanced by RTT funds.
The Child Care Collaboration Program, administered by the CCDF Lead Agency, encourages the collaboration and blending of funds for improved coordination of services among child care programs, Head Start programs and Preschool for All programs. The program modifies CCAP policy for approved collaboration providers, allowing the differences among child care, Head Start, and Preschool for All programs to be bridged. This, in turn, results in children and families receiving seamless services and increased access to quality child care.
Collaborative Planning: The CCDF Lead Agency's Head Start State Collaboration Office(HSSCO) updates its statewide collaboration needs assessment and strategic plan annually. Plans are aligned with the Child Care Advisory Council's (CCAC) and IELC's strategic plans. Early Childhood Block Grant/Preschool for All: CCR&R agencies continue to assist with training and TA to child care providers participating in the program. The results of the initiative are an increase in the number of child care providers applying for Preschool for All funding.
Gateways to Opportunity: Illinois Professional Development System: The CCDF Lead Agency contracts with INCCRRA to administer Gateways to Opportunity (Gateways). Gateways has been developed by the Professional Development Advisory Council (PDAC). Financial support for this system is the result of private/public partnerships, including the Lead Agency. Information about Gateways is available on www.ilgateways.com.
Illinois Children's Mental Health Partnership (ICMHP): The Lead Agency participates in the ICMHP, which is dedicated to improving the scope, quality and access of mental health programs, services and supports for Illinois children. A current planning initiative is the Mental Health Consultation model: a group of private and public stakeholders developing recommendations for an Illinois cross sector model of early childhood mental health consultation with recommendations that include strategies for cross sector program alignment and collaboration.
States may use funds to support or establish Child Care Resource and Referral (CCR&R systems (also see section 7.4). If they do, there are specific requirements for CCR&Rs(658E(c)(3)(B)(iii)) These include:
Nothing in statute prohibits States from using CCR&R agencies to conduct or provide additional services beyond those required by statute above.
The CCDBG Act of 2014 added a requirement that States must include a Statewide Child Care Disaster Plan for coordination of activities with the State/Territory human services agency, emergency management agency, child care licensing agency, State/Territory local resource and referral agencies, and the State Advisory Council (SAC) or other state-designated cross-agency body if there is no SAC. (658E(c)(2)(U)) The Statewide Child Care Disaster Plan must include:
Effective Date: 9/30/2016
Parents are their children's most important teacher and advocate. State and Territory child care systems interact with parents in multiple ways, therefore presenting many opportunities to engage and inform families. Child care providers can serve as convenient and trusted sources of information for parents and family members on child development and community supports and services. State/Territory and local child care assistance systems should be designed to promote seamless linkages to useful information and other child- and family-services, such as during subsidy intake and redetermination processes and when parents utilize child care resource and referral or QRIS agencies. Outreach and consumer education is an ongoing process and is expected to cover the entire age span covered by CCDF from birth through age12. The CCDBG Act of 2014 includes key purposes that address the role of parents as childcare consumers who need information to make informed choices regarding the services that best suit their needs. A new purpose of CCDBG is to "promote involvement by parents and family members in the development of their children in child care settings." States and Territories have the opportunity to consider how information can be provided to parents through the child care assistance system, partner agencies, and child care sites that will support their role as their children's teacher and advocate. Key new provisions include:
Lead Agencies must inform parents of eligible children and the general public of the process by which they can apply for and potentially receive child care services. (658D(b)(1)(A)), 658E(c)(2)(E)(i)(1))
The CCDBG Act of 2014 added a purpose of the child care program "to promote involvement by parents and family members in the development of their children in child care settings."(658A(b)(3)) The consumer education requirements address multiple topics that parents and family members need in order to make informed choices and act as their most important teacher and advocate. Lead agencies must certify that they will collect and disseminate the following information through resource and referral agencies or other means. (658E(c)(2)(E))
Effective Date: 10/01/2016
For example, does the State/Territory share information about these other programs through linkages from the online application, universal applications, through intake process/front line workers, providers, child care resource and referral agencies or other trusted advisors such as home visitors, pediatricians, faith-based services, etc.? At a minimum, include in your description how you provide information to eligible parents, what you provide and by what methods, and which partners you work with to provide information about other available service programs.
For example, does the State/Territory provide information to providers through CCR&R outreach, as a condition of their contract or voucher agreement, through community-based hub agencies that partner with subsidy providers, county/local collaboration, through quality rating and improvements systems, etc.?
The State/Territory must develop and describe procedures for providing information on and referring families to existing developmental screening services. (658E(c)(2)E(ii)) At a minimum, the State/Territory must establish procedures to provide information to families and child care providers on: (1) Early and Periodic Screening, Diagnosis, and Treatment program under the Medicaid program carried out under Title XIX of the Social Security Act (42 U.S.C. 1396 et seq.) and developmental screening services available under section 619 and part C of the Individuals with Disabilities Education Act (20 U.S.C. 1419, 1431 et seq.); and (2) a description of how a family or child care provider receiving CCDF may utilize the resources and services to obtain developmental screenings for children receiving CCDF who may be at risk for cognitive or other developmental delays, which may include social, emotional, physical, or linguistic delays.
Describe the status of the State/Territory's procedures for providing information on and referring families to existing developmental screening services.
List the Lead Agency policy citation(s) and:
DCFS Day Care Center Licensing Standards 407.100c & 407.130k require training that includes developmental screening and referral process. Web links:
DCFS Day Care Home Licensing Standard 406.9(p) requires training that includes developmental screening and referral process. Web link:
DCFS Group Day Care Home Licensing Standard 408.35(o) requires training that includes developmental screening and referral process. Web link: http://ilga.gov/commission/jcar/admincode/089/089004080000350R.html.
In addition to DCFS Licensing Standards, ExceleRate Illinois (QRIS) requires training on developmental screening and referral process. Web links:
Child Care Centers: http://www.excelerateillinoisproviders.com/docman/resources/13-overview-of-charts/file,
and for family child care: http://www.excelerateillinoisproviders.com/docman/resources/52-fcc-overview-chart/file.
Check the strategies, if any, that your State/Territory has chosen to implement.
Services are provided to eligible persons with disabilities in the same manner as other CCDF-eligible families. Families with Special Needs children are one the Lead Agency's priority populations.
The CCDBG Act of 2014 added a requirement that States and Territories have a website describing processes for licensing and monitoring child care providers, processes for conducting criminal background checks, and offenses that prevent individuals from being childcare providers, and aggregate information on the number of deaths, serious injuries and child abuse.
The State/Territory must make public certain information about the results of such monitoring on a website in a way that is consumer-friendly and in an easily accessible format. (658E(c)(2)(D)) In order for a website to be a useful tool for parents, it should be easy to navigate, with a minimum number of clicks, and in plain language. States and Territories must post the results of the monitoring on the website no later than November 19, 2017. All other components of the website must be completed no later than September 30, 2016.
Effective Date: 08/31/2017
The expanded purposes of CCDBG highlight the opportunities States and Territories have to "deliver high-quality, coordinated early childhood care and education services to maximize parents" options and support parents trying to achieve independence from public assistance"; and "to improve child care and development of participating children." (658A(b)) Young children learn in the context of their relationships with adults, including their child care teacher or provider. The unintentional consequence of child care assistance that is linked to adult work and school obligation is that child care arrangements - and the opportunity for children to form trusting relationships with teachers - are often interrupted and unstable. Child care financial assistance policies that make it easier to get and keep assistance support continuity of care and relationships between the child and child care provider and enable parents to stay employed or complete training/education. Child care support that extends until families are able to pay the full cost of care themselves promotes longer lasting economic stability for families. CCDF funds may support families until they reach 85% of State Median Income (SMI).
The CCDBG Act of 2014 included requirements to establish minimum 12-month eligibility and redetermination periods, requiring that States and Territories have a process to account for irregular fluctuations in earnings, a policy ensuring that families' work schedules are not disrupted by program requirements, policies to provide for job search of not less than three (3) months, and to describe policies for graduated phase-out of assistance. The definition of an eligible child includes that a family's assets may not exceed $1,000,000 (as certified by a member of such family). Procedures for enrollment of homeless children pending completion of documentation are also now required. There is nothing in statute to prohibit States from establishing policies that extend eligibility beyond 12 months or establish other similar policies to align program requirements that allow children enrolled in Head Start, Early Head Start, state or local pre-kindergarten and other collaborative programs to finish the program year and to promote continuity for families receiving services through multiple benefits programs.
In order to be eligible for services, children must (1) be under the age of 13, (2) reside with a family whose income does not exceed 85 percent of the State's median income for a family of the same size, and whose family assets do not exceed $1,000,000 (as certified by a member of such family); and who (3) (a) resides with a parent or parents who are working or attending a job training or educational program; or (b) is receiving, or needs to receive, protective services and resides with a parent or parents not described in (3a.). (658P(4))
Effective Date: 10/20/2017
Effective Date: 01/08/2018
100% of State Median Income
85% of State
Median Income (SMI) ($/month)
Level if lower than 85% Current
% of SMI
(Divide (c) by (a), multiply by
Level if lower than
85% Current SMI
"Exit" Income Level if lower than 85%
% of SMI
(Divide (e) by (a), multiply by 100)
Income Level if
lower than 85%
Reminder - Income limits must be provided in terms of current State Median Income (SMI) or (Territory Median Income) even if federal poverty level is used in implementing the program. Federal poverty guidelines are available at http://aspe.hhs.gov/poverty/index.cfm.
The CCDBG Act of 2014 added a provision that requires States and Territories to provide for a graduated phase-out of assistance for families whose income has increased at the time of re-determination, but remains below the federal threshold of 85% of State median income. Providing a graduated phase-out supports long-term family economic stability by allowing for wage growth and a tapered transition out of the child care subsidy program. (658E (c)(2)(N)(iv)) This might be achieved through policies such as establishing a second income eligibility threshold at redetermination (e.g., establishing a different eligibility threshold for families first applying for assistance and those already receiving assistance, sometimes called and "exit threshold") or by granting a sustained period of continued assistance to the family before termination.
Describe the status of the State/Territory's policy regarding graduated phase-out of assistance.
The CCDBG Act of 2014 added a requirement that the Plan shall demonstrate how the State/Territory's (or designated local entity) processes for initial determination and redetermination take into account irregular fluctuations in earnings. (658E(c)(2)(N)(i)(II))
Note - this change requires that States and Territories have policies to account for the fact that some parents with seasonal or other types of work schedules may have irregular earnings over the course of a year, including changes that temporarily exceed 85% of SMI. States and Territories should have procedures to guide how eligibility and copayments are set in a manner to take such circumstances into account. For example, averaging family income over a period of time to broaden the scope of income verification to be more reflective of annual income rather than tied to a limited time frame that may have seasonal irregularities.
Check the information that the Lead Agency documents. There are no federal requirements for specific documentation or verification procedures.
Reminder - Lead Agencies are reminded that, for purposes of implementing the citizenship verification requirements mandated by title IV of Personal Responsibility and Work Opportunity Reconciliation Act, only the citizenship and immigration status of the child, who is the primary beneficiary of the child care benefit, is relevant for eligibility purposes (ACYF-PI-CC-98-08). States may not deny child care benefits to an eligible child because the parent(s), legal guardians, persons standing in loco parentis, or other household members have not provided information regarding their immigration status. In addition, verification of child citizen status is not required when the child is served in a program meeting Early Head Start/Head Start standards, such as in Early Head Start - Child Care Partnerships, or public educational standards which may include pre-k settings (https://www.acf.hhs.gov/occ/policy-guidance/verification-citizenship-and-immigration-status-non-profit-organizations-and).
Per CCDF regulations, Lead Agencies are required to inform parents who receive TANF benefits about the exception to the individual penalties associated with the work requirement for any single custodial parent who has a demonstrated inability to obtain needed child care for a child under 6 years of age (98.16(9) and 98.33(b)). This requirement did not change under the reauthorization. Lead Agencies must coordinate with TANF programs to ensure, pursuant that TANF families with young children will be informed of their right not to be sanctioned if they meet the criteria set forth by the State TANF agency in accordance with section 407(e)(2)of the Social Security Act.
In fulfilling this requirement, the following criteria or definitions are applied by the TANF agency to determine whether the parent has a demonstrated inability to obtain needed child care. NOTE: The TANF agency, not the CCDF Lead Agency, is responsible for establishing the following criteria or definitions. These criteria or definitions are offered in this Plan as a matter of public record.
At a minimum, CCDF requires Lead Agencies to give priority for child care assistance to children with special needs, or in families with very low incomes. This did not change under reauthorization. Prioritization of CCDF assistance services is not limited to eligibility determination (i.e., establishment of a waiting list or ranking of eligible families in priority order to be served). Lead Agencies may fulfill priority requirements in other ways such as higher payment rates for providers caring for children with special needs or waiving co-payments for families with very low incomes (at or below the federal poverty level). (658E(c)(3)(B))
The CCDBG Act of 2014 places greater emphasis on serving homeless children and families. Stable access to high-quality child care provides tremendous benefits to all children, especially our most vulnerable children. Children and families who experience homelessness face many challenges. Improving access to child care can buffer children and families from the challenges and risks associated with homelessness by supporting children's learning and development in safe, stable and nurturing environments. Under the new law, States and Territories are required to use CCDF funds to 1) allow homeless children to receive CCDF assistance after an initial eligibility determination but before providing required documentation (including documentation related to immunizations); 2) providing training and technical assistance to child care providers on identifying and serving homeless children and families (addressed in Section 6); and 3) conduct specific outreach to homeless families. (658E(c)(3))
States and Territories also must establish a grace period that allows homeless children and children in foster care (if served by the Lead Agency) to receive CCDF assistance while their families are taking the necessary actions to comply with immunization and other health and safety requirements as described in Section 5. This flexibility will make it significantly easier for these vulnerable families to access child care services. This language is consistent with current requirements established through CCDF regulations in 1998, which required a grace period in which children can receive services while families take the necessary actions to comply with the immunization requirements. (658E(c)(2)I)(i)(I)) ACF recommends States and Territories consult the definition of homeless in the McKinney-Vento Act (section 725 of subtitle VII-B) as you implement the requirements of this section as that definition is consistent with the required CCDF administrative data reporting requirements.
The CCDBG Act of 2014 establishes a 12-month eligibility period for CCDF families. States are required to demonstrate in the Plan that no later than September 30, 2016 each child who receives assistance will be considered to meet all eligibility requirements for such assistance and will receive such assistance, for not less than 12 months before the State redetermines the eligibility of the child, regardless of changes in income (as long as income does not exceed the federal threshold of 85% of State median income) or temporary changes in participation in work, training, or education activities. (658E(c)(2)(N)(i) &(ii))
Note that this change means a State may not terminate CCDF assistance during the 12 month period if a family has an increase in income that exceeds the State's income eligibility threshold, but not the federal threshold of 85% SMI.
In addition, this change means the State may not terminate assistance prior to the end of the 12 month period if family experiences a temporary job loss or temporary change in participation in a training or education activity. For example, if a working parent is temporarily absent from employment due to extended medical leave, changes in seasonal work schedule, or a parent enrolled in training or educational program is temporarily not attending class between semesters, the state should not terminate assistance.
Describe the status of the State's establishment of a 12-month eligibility re-determination period for CCDF families.
The CCDBG Act of 2014 provides States and Territories the option - but does not require them - to terminate assistance prior to re-determination at 12 months if a parent loses employment or if he or she stops attending a job training or education program (i.e., if the parent experiences a non-temporary change in their status as working, or participating in a training or education program). However, prior to terminating the subsidy, the State/Territory must provide a period of continued child care assistance of at least 3 months to allow parents to engage in job search, resume work, or to attend an education or training program as soon as possible.(658E(c)(2)(N)(iii)) Nothing in the statute prohibits the State/Territory from starting a new 12-month eligibility and redetermination period if families are eligible at the end of their job search, training or education attendance period.
Note that unless the State allows a minimum 3-month job search period - the State/Territory may not exercise the option to terminate assistance based on a parent's non-temporary job loss or cessation of attendance at a job training or educational program prior to the end of the minimum 12-month eligibility and re-determination period. The statute does not specify any documentation that States/Territories must require parents to submit regarding activities during periods of job search or finding training or education program requirements for this period.
Does the State/Territory terminate assistance prior to 12 months due to a parent's non-temporary loss of work or cessation of attendance at a job training or education program?
Effective Date: 10/17/2016
The CCDBG Act of 2014 added a requirement that States and Territories must describe in the Plan the procedures and policies in place to ensure that parents (especially parents in families receiving assistance under TANF) are not required to unduly disrupt their employment, education or job training activities in order to comply with the State/Territory's or designated local entity's requirements for redetermination of eligibility for assistance. (658E(c)(2)(N)(ii)) Examples include implementing re-determination strategies to verify income and employment electronically as opposed to more onerous practices such as asking parents and families to come to the subsidy office for an in-person visit, or aligning eligibility with other early care and education or public benefits programs to collect information centrally. The process by which States and Territories collect eligibility documentation represents a potential barrier to services,particularly when documentation can only be provided in-person during standard work hours. States and Territories can offer a variety of family-friendly mechanisms for submitting documentation for eligibility determinations and/or re-determination.
Describe the status of the State/Territory's redetermination procedures and policies to ensure that parents (especially parents receiving TANF) do not have their employment, education or job training unduly disrupted in order to comply with the State/Territory's or designated local entity's requirements for redetermination of eligibility.
List the Lead Agency's policy citation(s) and describe the policies and procedures for not unduly disrupting employment
02.01.01 - Application Process: Child Care Resource & Referral agencies and Site Administered Providers may receive applications for child care services through a variety of methods. Parents may hand-deliver, mail, or fax their application for child care assistance. Parents can use the Child Care Management System Web Online Application to apply for child care assistance. Note: This option is currently limited to Application and does not include Redetermination. 02.03.01 - Redetermination - The Redetermination form and eligibility documentation may be hand-delivered, mailed or faxed.
The statute requires Lead Agencies to establish a sliding fee scale that varies based on income and the size of the family to be used in determining each family's contribution (i.e., co-payment) to the cost of child care that is not a barrier to families receiving CCDF. (658E(c)(5) In addition to income and size of the family, the Lead Agency may use other factors when determining family contributions/co-payments. The sliding fee scale is subject to review by ACF as part of ongoing monitoring efforts to CCDBG compliance.
Effective Date: 11/20/2017
Fill in the chart based on the most populous area of the State.
What is the
a family of
this size upon
Before No Longer
What is the monthly
co-payment for a
family of this size
upon initial entry
What is the percent
of income for (e)?
Will the Lead Agency waive family contributions/co-payments?
Check all that apply:
The 2014 reauthorization of the CCDBG Act is designed to help States and Territories advance improvements to the quality of child care in order to promote the healthy social-emotional, cognitive and physical development of participating children. Ensuring that low-income and vulnerable children can access high-quality care (and remain enrolled to school entry and beyond) is an equally important purpose of CCDBG. Payment levels and policies have a major impact on access.
The CCDBG Act of 2014 revises the requirement for a market rate survey (MRS) so that: (1) it must be statistically valid and reliable; and (2) it must reflect variations in the cost of child care services by geographic area, type of provider, and age of child. Also, a State/Territory may develop and conduct an alternative methodology for setting payment rates, such as a cost estimation model, to take into account the cost of meeting quality requirements.
To provide stability of funding and encourage more child care providers to participate in the subsidy program, the State/Territory's payment practices for CCDF child care providers must reflect generally accepted payment practices of non-CCDF child care providers in the State/Territory, such as paying for supplies, field trips, registration fees. In addition, to the extent practicable, the State/Territory must implement enrollment and eligibility policies that support the fixed costs of providing child care services by delinking provider payments from a child's occasional absence due to holidays or unforeseen circumstances such as illness or closures due to emergency.
The CCDBG Act of 2014 added a provision that the State/Territory must also develop and implement strategies to increase the supply and improve the quality of child care services for: (1) children in underserved areas; (2) infants and toddlers; (3) children with disabilities (the CCDBG Act of 2014 added a new definition of child with disability (658(P)(3)); and (4) children who receive care during non-traditional hours. With respect to investments to increase access to programs providing high-quality child care and development services, the State/Territory must give priority to children of families in areas that have significant concentrations of poverty and unemployment and that do not have such programs. (658 E(c)(2)(M))
The parent(s) of each eligible child who receive(s) or is offered financial assistance for childcare services has the option of either enrolling such child with a provider that has a grant or contract for the provision of service or receiving a child care certificate. (658E(c)(2)(A)) This did not change under the CCDBG Act of 2014.
The application for CCDF assistance (CCAP) includes a section that informs parents about selecting a child care provider. In addition, the local CCR&R staff share consumer education materials with the families who have not selected a provider at the time of application. Consumer materials about child care are also available at the CCDF Lead Agency's local offices (FCRCs). Additionally, parents can utilize the ExceleRate Illinois website to search for providers by quality level and by zip code.
(658E(c)(2)(B)) This requirement did not change under the CCDBG Act of 2014. Describe the policies and procedures for unlimited access
Describe the policies and procedures for unlimited access
Licensing Standards: (407.200b) Parents shall be allowed to visit the center without an appointment any time during normal hours of operation. 406.12c) The parents or guardian shall be permitted to visit the home, without prior notice, during the hours their children are in care. CCAP Application Provider Certification section: Parents will have unrestricted access to their children at all times. 408.60e) The parents or guardian shall be permitted to visit the home, without prior notice, during the hours their children are in care.
The new law revises the requirement for a market rate survey (MRS) so that: (1) it must be statistically valid and reliable; and (2) it must reflect variations in the cost of child care services by geographic area, type of provider, and age of child (658E(c)(4)(B)). A State/Territory has the option to develop and use a statistically valid and reliable alternative methodology for setting payment rates, such as a cost estimation model. Any payment rates established using an alternative methodology or market rate survey must be reviewed and approved by ACF as part of the CCDF Plan review process. Because the alternative methodology is a new basis for setting payment rates, we highly recommend any State or Territory considering an alternative methodology to submit a description of its proposed approach to the ACF Regional Office in advance of the Plan submittal in order to avoid delays with Plan approval. (see http://www.acf.hhs.gov/programs/occ/resource/ccdf-reauthorization-faq).
The MRS or alternative methodology must be developed and conducted no earlier than two years before the date of submission of the Plan (instead of two years before the effective date of the Plan, as previously required for the MRS).
The State must consult with the State Advisory Council, local child care program administrators, local child care resource and referral agencies, and other appropriate entities prior to developing and conducting the MRS or alternative methodology.
The State must prepare a detailed report containing the results of the MRS or alternative methodology. The State must make the report with these results widely available no later than 30 days after completion of the MRS or alternative methodology, including by posting the results on the Internet.
The State must set CCDF subsidy payment rates in accordance with the results of the current MRS or alternative methodology. When setting payment rates, the State must take into consideration the cost of providing higher quality child care services than were provided prior to November 2014 (e.g., tiered reimbursement or other methods) and without, to the extent practicable, reducing the number of families receiving CCDF relative to the number served as of November 2014. In taking the cost of providing quality into consideration, it is important to consider such key factors as what it takes to support increased stability and reduced provider turnover when setting payment rates.
The Child Care Advisory Council includes individuals from the local child care resource and referral agencies as well as partner agency INCCRRA. The data used to compile the MRS comes from these entities. After completion, the survey is shared with the full council which is comprised of a broad group of stakeholders and includes members of the Illinois Early Learning Council. All stakeholders are thus informed and can offer input.
To be considered valid and reliable, the MRS or alternative methodology must represent the child care market, provide complete and current data, use rigorous data collection procedures, reflect geographic variation, and analyze data in a manner that captures other relevant differences. For example, market rate surveys can use administrative data such as child care resource and referral data if they are representative of the market. If an alternative methodology such as cost modeling is used, demonstrate that the methodology used reliable models that estimated the cost of delivering services in center and home-based settings at each level of quality defined by the State/Territory.
Illinois' Market Rate Survey utilizes the Child Care Resource and Referral (CCR&R regionally collected administrative data from child care providers. Data is collected and input into a statewide database, managed by INCCRRA, following standardized procedures set forth in a manual and on which CCR&R staff have been trained. CCR&Rs are to achieve contact with 85% of centers and 85% of family child care homes during a three month period of data collection. This method results in high sample rates, higher than typically experienced when sending out a survey. INCCRRA runs data quality assurance processes on collected data and resolves errors working with the CCR&Rs a clean data set is prepared and submitted to a university for market rate analysis. The data sets for centers and family child care homes are analyzed based on licensed providers accepting children full-time, part-time or both full-time and part-time, those currently providing care, those who provide year round or school year care, and those with valid child care rate data. Market rate analysis is done and presented in the market survey report by type of care, child age groups, by CCR&R regions and by county. Market rates are compared to the Lead Agency's child care assistance rates within the report.
4.3.1 Provide the base payment rates and percentiles (based on current MRS or alternative methodology) for the following categories. The ages and types of care listed below are meant to provide a snapshot of categories on which rates may be based and are not intended to be comprehensive of all categories that may exist in your State/Territory or reflective of the terms that your State/Territory may use for particular ages. Please use the most populous geographic region (serving highest number of children).
In other words, base rates for infants may be set at a higher level than for school-age care because the cost of providing infant care tends to be higher than school-age care. In addition to these rates that differ tied to market variations in prices, States and Territories can choose to establish tiered rates or add-ons on top of these variable base rates as a way to increase payment rates for targeted needs (i.e., higher rate for special needs children as both an incentive for providers to serve children with special needs and as a way to cover the higher costs to the provider to provide care for special needs children).
Check which types of tiered payment or rate add-on, if any, the Lead Agency has chosen to implement. In the description of any tiered rates or add-ons, indicate the process and basis used for determining the tiered rates, amount or percentage of the tiered rate/add-on, and indicate if the rates were set based on the MRS or another process.
The reimbursement rates for care vary by age of child, type of care and geographical region of the state. While used in discussions with agency administration and legislators, the Lead Agency's rates historically have not been set in accordance to the Market Rate Survey. Rates for family child care homes and group child care homes are set by the contract with SEIU labor union. The contract is currently in negotiation.
For example, providing tiered payment with a sufficient differential to support higher quality, considering the cost of quality using a cost estimation model or other method, or examining the participation rate of high-quality providers in the subsidy system (e.g., using indicators from a quality rating system, accreditation or other state-defined indicators of quality) and adjusting payment rates if necessary.
The CCDF plan shall provide a summary of data and facts relied on by the State/Territory to certify that payment rates are sufficient to ensure equal access. (658E (c)(4)(A)) Equal access is not limited to a single percentile alone but is inclusive of various metrics or benchmarks that would offer children receiving CCDF access to the same services (type of care, quality of care) as children not receiving CCDF.
Does the State/Territory certify that payment rates are sufficient to ensure equal access either based on the current MRS or alternative methodology?
Provide the State/Territory definition of how its payment rates are sufficient to ensure equal access
For most of the State, Illinois rates do not reach the recommended 75th percentile as recommended by the CCDF. Across all age groups, assistance rates seem to provide better coverage in family child care and family group homes as opposed to centers. While payment rates are not at the 75% of market for much of the state data shows the 76% of the Licensed Family Child Care providers and 69% of the Licensed Child Care Centers on the Statewide Child Care Provider database are willing to serve CCAP children and families. The Lead Agency believes this is an indication that rates are adequate to provide parents with choices of child care settings. These percentages have remained steady for several years.
CCAP contracted providers receive a per child per day administrative fee which helps offset the rate amounts. Additionally, providers are encouraged, assisted and participate in the quality rating and improvement system (ExceleRate Illinois) which provides them add-on funds based on their level of achievement. These dollars help offset and increase payment amounts as well.
70% of providers on the Statewide Child Care database have continued to participate in CCAP and provide services to families.
The CCDBG Act of 2014 added a provision that requires States and Territories to describe in the Plan how the State/Territory's payment practices for CCDF child care providers reflect generally accepted payment practices of non-CCDF child care providers in the State/Territory - so as to provide stability of funding and encourage more child care providers to participate in the subsidy program. To the extent practicable, the State/Territory must implement enrollment and eligibility policies that support the fixed costs of providing child care services by delinking provider payments from a child's occasional absences due to holidays or unforeseen circumstances such as illness. (658E(c)(2)(S))
The Lead Agency
The CCDBG Act of 2014 added a provision that the State/Territory will develop and implement strategies to increase the supply and improve the quality of child care services for children in underserved areas, infants and toddlers, children with disabilities, and children who receive care during non-traditional hours. (658 E(c)(2)(M))
Effective Date: 05/05/2017
Describe the status of State/Territory's process and procedures to give priority for investments to children and families from areas with high concentrations of poverty and unemployment that do not have high-quality programs.
The CCDBG Act of 2014 makes child care safer by defining minimum health and safety requirements for child care providers. This includes both the standards that must be established and the pre-service/orientation and ongoing minimum training required. States and Territories must also explain why exemptions to any of the licensing standards do not endanger the health and safety of CCDF children in license-exempt care. States and Territories are required to have standards for CCDF providers regarding group size limits and appropriate child-to-provider ratios based on the age of children in child care.
Pre-licensure and annual unannounced inspections of licensed CCDF providers and annual inspections of license-exempt CCDF providers are now required. The CCDBG Act of 2014 requires States and Territories to establish qualifications and training for licensing inspectors and appropriate inspector-to-provider ratios. It also requires States and Territories to conduct criminal background checks for all child care staff members, including staff members who don't care directly for children but have unsupervised access to children and lists specific disqualifying crimes. States and Territories must certify that all child care providers comply with child abuse reporting requirements of Child Abuse Prevention and Treatment Act (CAPTA), mandatory reporting of known and suspected instances of child abuse and neglect).
Each State is required to certify it has in effect licensing requirements applicable to all child care services provided within the State (not restricted to providers receiving CCDF), and to provide a detailed description of such requirements and how such requirements are effectively enforced. (658E(c)(2)(I)(i))
(658(c)(2)(F)) This requirement did not change under the CCDBG Act of 2014. List the categories of care that your State/Territory licenses and provide your definition of each licensed category of care
Day Care Centers: a provider licensed or otherwise authorized to provide child care services for fewer than 24 hours per day per child in a nonresidential setting, unless care in excess of 24 hours is due to the nature of the parent(s)' work; Day Care Homes: one individual who provides child care services for fewer than 24 hours per day per child, as the sole caregiver, in a private residence other than the child's residence, unless care in excess of 24 hours is due to the nature of the parent(s)'s work. Group Day Care Homes: a provider licensed or otherwise authorized to provide child care services for fewer than 24 hours per day per child in a residential setting, unless care in excess of 24 hours is due to the nature of the parent(s)' work.
Family Child Care and Group Child Care Providers are considered to be sole proprietors under the Illinois Child Care Act. This is how they are referred to in the Act, as that is the person who holds the license. It does not mean they cannot have assistants.
This information relates to all Ratio and Group Size standards for Licensed Group Child Care Homes:
(658E(c)(2)(I)(i)) This requirement is applicable to all child care providers receiving CCDF regardless of licensing status (licensed or license-exempt). The only exception to this requirement is for providers who are caring for their own relatives, as States have the option of exempting relatives from some or all CCDF health and safety requirements. When establishing these requirements, States are encouraged to consider the age of children and type of childcare setting to ensure that they are appropriate to the health and safety needs of the children from birth through age 12 and the providers who care for them.
Effective Date: 11/10/2016
Does the State/Territory exempt relatives from the requirement to receive pre-service or orientation health and safety training on any or all of the listed topics?
The CCDBG Act of 2014 added new requirements for States and Territories receiving CCDF funds to conduct criminal background checks on child care staff members and prospective staff members of child care providers. States and Territories must have requirements, policies, and procedures in place to conduct criminal background checks for staff members of child care providers (other than relatives) that are licensed, regulated or registered under State/Territory law or receive CCDF funds. Background check requirements apply to any staff member who is employed by a child care provider for compensation or whose activities involve the care or supervision of children or unsupervised access to children. For family child care homes, this includes the caregiver requesting a check of him/herself, as well as other adults in the household that may have unsupervised access to children. These provisions must be in place no later than September 30, 2017.
The CCDBG Act of 2014 specifies what a comprehensive criminal background check includes and a child care provider must submit a request to the appropriate State/Territory agency for a criminal background check for each child care staff member, including prospective child care staff members at least once every 5 years. A criminal background check must include a search of: State criminal and sex offender registry in the State where the staff member resides and each State where the staff member has resided over the past 5 years; State child abuse and neglect registry in the State where the staff member resides and each State where the staff member has resided over the past 5 years, National Crime Information Center (run by the FBI); FBI fingerprint check using Next Generation Identification; and National Sex Offender Registry. Child care staff members cannot be employed by a provider receiving CCDF if they refuse a background check; make materially false statements in connection with the background check; are registered or required to be registered on the State or National Sex Offender Registry; have been convicted of a felony consisting of: murder, child abuse or neglect, crimes against children, spousal abuse, crime involving rape or sexual assault, kidnapping, arson, physical assault or battery, or subject to an individual review, at the State's option, a drug-related offense committed during the preceding 5 years; or have been convicted of a violent misdemeanor committed as an adult against a child.
Timeliness of background checks - The State/Territory must conduct the background checks as quickly as possible and shall not exceed 45 days after the child care provider submitted the request. The State/Territory shall provide the results of the background check in a statement that indicates whether the staff member is eligible or ineligible, without revealing specific disqualifying information. If the staff member is ineligible, the State/Territory will provide information about each disqualifying crime to the staff member.
Fees for background checks - Fees that a State/Territory may charge for the costs of processing applications and administering a criminal background check may not exceed actual costs to the State/Territory for processing and administration.
Transparency - The State/Territory must ensure that policies and procedures for conducting criminal background checks are published on the State/Territory's consumer education website (also see section 2.3) or other publicly available venue.
Appeals process - The State/Territory shall have a process for a child care staff member to appeal the results of their background check to challenge the accuracy and completeness.
Privacy considerations - Lead Agency may not publicly release the results of individual background checks.
As a condition of eligibility to receive a state subsidy for providing child care services to eligible families, all required license exempt child care providers, shall complete and sign authorizations for a State and Federal Bureau of Investigation fingerprint-based criminal history record check and submit to fingerprinting, if required, to determine if the child care provider has prior criminal convictions or pending criminal charges. A copy of the criminal history record check shall be provided to the subject of the criminal history record. Any information concerning convictions is confidential and may not be transmitted outside the Department or to anyone within the Department except as needed for the purposes of determining participation in the child care assistance program.
Any employee of the Department of Children and Family Services, the Department of Human Services, a Child Care Resource and Referral Agency, the Illinois State Police, or a child care facility receiving confidential information under this Section who gives or causes to be given any confidential information concerning any criminal conviction or child abuse or neglect information of a child care facility applicant or child care facility employee shall be guilty of a Class A misdemeanor unless release of such information is authorized by Sections 4.1 and 4.3 of the Child Care Act of 1969. [225 ILCS 10/4.1 and 4.3]
Personally identifying information about individuals is subject to the confidentiality provision of federal and state statues, rules and regulations, including 42 CFR 431.300 et seq., 305ILCS 5/11-9, 305 ILCS 5/11-10, 305 ILCS 5/11-12, 89 Ill Adm. Code 10.230, 42 U.S.C. & 1396a(a)(7), 7 U.S.C. 2020(e)(8), 7 CFR 272.1(c), 42 U.S.C. 602(a)(1)(A)(iv) and 45 CFR 205.50. In addition, the Lead Agency and the Department of Children and Family Services agree to comply with, to require their contractors (if any) to comply with and to protect the confidentiality of the information consistent with the Health Insurance Portability and Accountability Act (HIPPA), to the extent that each Party's function and records are covered by HIPPA and the regulations promulgated there under (45 CFR Part 160 and 164).
Any person who fails to provide written authorization for a background check pursuant to this part shall be disqualified from participating in the child care assistance program. Address of respective agencies to Challenge a Background Check are included in policy.
Time Frame for Submitting Authorization for Background Check and Fingerprints: Providers and Household Members must complete and return to the CCR&R Agency an Authorization for Background Check Form within 10 business days.
For individuals requiring criminal history check through fingerprinting letters containing fingerprint instructions are sent. Individuals have 21 business days to be fingerprinted.
In accordance with the Uniform Conviction Act (UCIA) of 1991, which mandates that all criminal history record convictions information collected and maintained by Illinois State Police, Bureau of Identification, be made available to the public pursuant to 20 ILCS 2635/1 et seq. This law permits only conviction information to be disseminated to the public. All requests for UCIA information must be submitted on a Conviction Information Request form. These forms are available from the Bureau of Identification. Each form has a unique processing control number. Consequently, copies cannot be processed. All inquiries must be submitted on an original form. There are two types of Conviction Information Request forms which can be used to request UCIA information. These forms include a non-fingerprint request form and a fingerprint request form.
License Exempt providers must authorize the Illinois Department of Children and Family Services to conduct a search of the Child Abuse and Neglect Tracking system (CANTS) to determine whether they have been a perpetrator of an indicated incident of child abuse and/or neglect or involved in a pending investigation. The License Exempt provider must further consent to the release of this information to an identified requesting agency by completing the Child Welfare Agency's The Illinois Department of Children and Family Services Form.
Lead Agencies can report that no fees are charged if applicable:
There is no charge to any person subject to background checks. Illinois currently absorbs the full cost of the background check.
Child Care Policy Manual and rule: The Lead Agency's background check policies are currently published on Child Care Assistance Program Child Care Program Manual Website, and the Illinois Administrative Code at: https://www.dhs.state.il.us/page.aspx?item=47400 and http://www.ilga.gov/commission/jcar/admincode/089/089000500D04300R.html, respectively.
Teacher-child interactions and relationships, intentional strategies to engage children and their parents, and use of curriculum and assessment to inform practices with children are key components of high quality child care. These require a competent, skilled, and stable workforce. Research has shown that specialized training and education, positive and well-organized work environments and adequate compensation promote teacher recruitment, stability, diversity of the early childhood workforce, and effectiveness with young children in child care. In addition, professional development strategies that emphasize on-site mentoring and coaching of teachers have emerged as promising to change practices with children and families. Professional development, whether training, on-site coaching and mentoring, registered apprenticeship, or higher education coursework, should reflect the research and best practices of child development in all domains and cultural competence.
The CCDBG Act of 2014 requires States and Territories to establish professional development and training requirements in key areas such as health and safety, early learning guidelines, responding to challenging behavior and engaging families. States and Territories are required to offer ongoing annual training and to establish a progression of professional development opportunities to improve knowledge and skills of CCDF providers. (658E(c)(2)(G)) An example of how a State/Territory might address this is to establish a system or framework of professional development that includes professional standards, a "career ladder" that allows an individual to build knowledge and skills in a cumulative manner from introductory training to advance level education, including obtaining credentials and post-secondary degrees. Professional development should be designed in a manner that aligns to competencies and qualifications that reflect working with children of different ages, English language learners, children with disabilities and the differentiated roles in all settings, such as teachers, teacher assistants, and directors. Training and education supporting professional development is also one of the options States and Territories have for investing their CCDF quality funds. (658G(b)(1)) ACF encourages States and Territories to collaborate and coordinate with other early childhood educator professional development resources, such as Race to the Top Early Learning Challenge grants, quality funds available through the Preschool Development grants, and funds available through Head Start and Early Head Start, to the extent practicable. Responsive, well-qualified adult caregivers are one of the most important factors in children's development and learning in child care settings. ACF strongly encourages States and Territories to link CCDF health and safety trainings (see Section 5) and child development trainings and education to this broader professional development framework as the foundation for building a knowledgeable early childhood education workforce. Questions related to requirements for recruiting and retaining a qualified and effective child care workforce have been consolidated into Section 6.
The CCDBG Act of 2014 added a requirement that the State/Territory develop training and professional development requirements designed to enable child care providers to promote the social, emotional, physical and cognitive development of children and to improve the knowledge and skills of the child care workforce. Such requirements shall be applicable to child care providers caring for children receiving CCDF across the entire age span from birth through age 12. (658E(c)(2)(G)) Training and professional development should be accessible and appropriate across settings and types of providers, including family child care home providers and child care center staff.
The State/Territory also must develop and implement strategies to strengthen the business practices of child care providers to expand the supply and improve the quality of child care services. (658E(c)(2)(V))
For purposes of this section, the term professional development is inclusive of credit bearing coursework, postsecondary degree programs, and technical assistance (targeted assistance such as mentoring, coaching or consultation) activities. Health and safety topics that require renewal of a credential or certification should be considered continuing education unit trainings.
Professional Development Advisory Council (PDAC): A co-chair serves on the CCAC. Some members of PDAC are members of the IELC and/or its committees. Work is coordinated between the PDAC and the IELC. PDAC advises the CCDF Lead Agency on issues related to professional development generally and Gateways to Opportunity specifically. INCCRRA: Contracted agency responsible for implementing statewide professional development programs for CCR&R staff and child care providers and quality initiatives.
The state incorporates early learning guidelines into the statewide child care system. This includes training required for program quality improvement standards, education and training required for professional credentials, requirements for programs in quality improvement standards to implement curriculum/learning activities based on the voluntary early learning guidelines. Training on health and safety and social/emotional mental health is required for professional credentials. In addition Caregiver Connections and Mental Health Consultants focus on responding to the social/emotional needs of children by providing training and consultation to child care providers.
Illinois training and professional development requirements are available to and appropriate for all CCDF providers. Members of the Child Care Advisory Council and PDAC represent providers of all classifications. The State also has professional development opportunities accessible for providers of other sectors of the early childhood and school-age field; including, Head Start/Early Head Start, Pre-Kindergarten and Early intervention/special education.
The Lead Agency, working with INCCRRA and the local CCR&Rs offers a wide variety of training from 1 hour in length to series trainings that can be several contact or clock hours long. Online and face-to-face (F-to-F) training is available. Most F-to-F training is offered evenings and weekends; some is offered during standard day time working hours. Many trainings are appropriate for center and family home providers; some are specific for center or home care. Through the ITN Program and INCCRRA's online training site there are a number of standardized trainings available. Some of these are: a) specific to age groups (e.g. The Program for Infant Toddler Care training series, SIDS training, Shaken Baby training, ECE Credential Level 1 training series with some modules specific to an age group, School-Age/Youth Development Credential Level 1 training series (school age care focus - available F-to-F in some parts of the State and 4 of 16 modules to be online by September2016; Caring for Mixed Age Groups training for family child care); b) about English language learners (e.g. Basics of Culturally and Linguistically Appropriate Practice training); and c) children with disabilities (e.g. Introduction to Developmental Screening, Early Childhood Developmental Screening, Welcoming Each and Every Child). The Gateways to Opportunity Credentials requiring college credit are in levels (2-6) for early childhood and infant toddler care; family child care and school age/youth development credentials have completed the pilot phase, and will be rolled out statewide in SFY2017.
The Lead Agency produces provider communications and notices in English and Spanish. Spanish speakers are available at CCR&Rs and Sites where needed.
IDCFS Licensing has materials and issues licenses to Spanish speaking family child care home providers. Local CCR&Rs collect this information as well as primary and other languages spoken in licensed child care centers, and exempt centers and homes that choose to be on the referral database. If available, CCR&Rs can provide child care referrals for families requesting caregivers that speak a language other than English. Also, in Illinois an option for families eligible for child care assistance is to arrange care with relatives and friends (license exempt care). These providers typically speak the primary language of the family and child.
Effective Date: 09/30/2016
Describe the status of the State/Territory's training and technical assistance to providers on identifying and serving homeless children and their families (connects to Section 3.2.2).
States and Territories may use the quality set-aside discussed in detail in section 7 to support the training and professional development of the child care workforce.
States and Territories are encouraged to consult with Caring for our Children for best practices and recommended time needed to address training hour requirements.
The CCDBG Act of 2014 added a requirement that the State/Territory will develop, maintain, or implement early learning and developmental guidelines that are appropriate for children in a forward progression from birth to kindergarten entry (i.e., birth-to-three, three-to-five, or birth-to-five), describing what such children should know and be able to do, and covering the essential domains of early childhood development for use State/Territory wide by child care providers. (658E(c)(2)(T)) At the option of the State/Territory, early learning and development guidelines for out-of-school time may be developed. States and Territories may use the quality set-aside as discussed in section 7 to improve on the development or implementation of early learning and development guidelines.
Lead Agencies are required to reserve and use a portion of their Child Care and Development Block Grant funds for activities designed to improve the quality of child care services and increase parental options for, and access to, high-quality child care. Support for continuous quality improvement is expected to cover the entire age span of children supported by CCDF, from birth through age 12. States/Territories may provide these quality improvement activities directly, or through grants or contracts with local child care resource and referral organizations or other appropriate entities. The activities should be in alignment with a State/Territory-wide assessment of the State's/Territory's needs to carry out such services and care. These quality investments can align with, support and help sustain additional quality efforts developed under Race to the Top Early Learning Challenge grants, Early Head Start/Head Start partnerships and other funding efforts.
States and Territories will report on these quality improvement investments through CCDF in three ways: 1) ACF will collect annual data on how much CCDF funding is spent on quality activities using the expenditure report (ACF-696); 2) In the Plan, States and Territories will describe the types of activities supported by quality investments over the three-year period; and 3) For each three-year Plan period, States and Territories will submit a separate annual report that will show the measures used by the State/Territory to evaluate its progress in improving the quality of child care programs and services in the State/Territory.
The CCDBG Act of 2014 requires States and Territories to use the quality set-aside to fund at least one of the following 10 activities:
Throughout this Plan, States and Territories will describe the types of quality improvement activities where CCDF investments are being made, including but not limited to, the quality set-aside funds. We recognize that for some areas, States and Territories may leverage other funds to support the quality improvement goals, which we encourage and support. For example, activities related to early learning and development guidelines may be supported by a combination of CCDF and education funding. States and Territories continue to have such flexibility.
Please describe how the State/Territory selected these goals, including any data or the State/Territory-wide assessment of needs that identified the needs for quality improvement services
The Lead Agency's overarching goal is to work in collaboration with and support providers to embed continuous quality improvement practices within their programs and ensure children receive healthy and safe care as well as care that will help them succeed in school. Quality activities in Illinois are interconnected to provide a coordinated and comprehensive system of supports. These supports assist providers in the quality improvement of their programs and assist practitioners in the workforce with education, credential attainment, training and ongoing professional development. The Lead Agency's efforts are being implemented in collaboration with the Governor's Office of Early Childhood Development, ISBE and Head Start specifically Illinois cross-sector quality rating and improvement system and professional development framework.
The CCDBG Act of 2014 included changes targeted at improving the supply and quality of infant-toddler care. Lead Agencies are encouraged to systematically assess and improve the overall quality of care infants and toddlers receive, the systems in place or needed to support and enhance the quality of infant and toddler providers and the capacity of the infant and toddler workforce to meet the unique needs of very young children, and the methods in place to increase the proportion of infants and toddlers in higher quality care.
Check all that apply and describe.
The Lead Agency tracks (1) a number of various parent, provider and community support activities performed by each CCR&R each fiscal year (2) the number of providers in each SDA working for a higher level of quality (3) the number and percentage of child care providers achieving, maintaining and advancing to higher levels of quality is ExceleRate (4) number of training participants and hours completed (5) number of families receiving consumer education and referrals to providers; follow-up adulation with 20% of families
The CCR&Rs and INCCRRA provide various face-to-face and online trainings to assist licensed providers in meeting required specific content training and annual training hours.
The Lead Agency tracks the number of training participants from licensed programs and training hours completed. Data is tracked also by training title.
Describe how the State/Territory measures the quality and effectiveness of child care programs and services offered in the State/Territory, including any tools used to measure child, family, teacher, classroom, or provider improvements, and how the State/Territory evaluates that such programs positively impact children
The Lead Agency measures the quality of child care programs and services through the ExceleRate Illinois QRIS. Classroom and program improvement is measured using various tools, including but not limited to: ECERS-R; ITERS-R; FCCERS-R; and various national accreditation assessments.
For child care centers: ExceleRate Illinois uses a consistent set of 15 standards in the following domains: Teaching and Learning; Family and Community Engagement; Leadership and Management; and Qualifications and Continuing Education.
For family child care homes: ExceleRate Illinois uses a consistent set of 17 standards in the domains named above.
Under CCDF, program integrity and accountability activities are grounded in the State/Territory's policies for implementing the CCDF program. For error rate activities, reviews are based on the State/Territory's own CCDF policies. The CCDBG Act of 2014 made sweeping changes to the program requirements. With these changes, the State/Territory has an opportunity to change their own policies to reduce the burden for participants and staff as they build in safeguards to maintain program integrity. For example, the new law focuses on eligibility requirements at the time of eligibility determination and allows for a minimum 12-month period of eligibility before redetermination, which lessens the need for participants to continually provide documentation. This, in turn, relieves the State/Territory from the burden of constantly "checking" on participants which can open the door for miscalculations, lost paperwork, and other errors.
Lead Agencies are required to have accountability measures in place to ensure integrity and to identify fraud or other program violations. These accountability measures should address administrative error, including unintentional agency error, as well as program violations, both unintentional and intentional. Violations may or may not result in further action by the Lead Agency, including those cases suspected of and/or prosecuted for fraud.
Once all rules, policies and procedures have been updated to be compliant with the new regulations, an in depth review of the monitoring procedure and tools will be conducted by the Program Integrity Manager. The manager will work with the CCAP Policy and Training managers to ensure all elements have been addressed. Training on the new policies and procedures as well as the revised monitoring tool will be provided to all monitoring staff to ensure that there is a full understanding of the process.
Check all that apply.
The Lead Agency is responsible for ensuring effective internal controls over the administration of CCDF funds. Lead Agencies that use other governmental or non-governmental sub-recipients to administer the program must have written agreements in place outlining roles and responsibilities for meeting CCDF requirements.
Definition: "Sub-recipient means a non-Federal entity that receives a sub-award from a pass-through entity to carry out part of a Federal program; but does not include an individual that is a beneficiary of such program. A sub-recipient may also be a recipient of other Federal awards directly from a Federal awarding agency (2 CFR 200.93). Two CFR Part 200, Subpart A provides additional information on contractors (which may be referred to as "vendors"). The description of monitoring must include, but is not limited to, a description of the written agreements used, a schedule for completing the tasks, a budget which itemizes categorical expenditures consistent with CCDF requirements and indicators or measures to assess performance. Additional items for discussion may include: fiscal management, review of policies and procedures to ensure compliance with CCDF regulations, and monitoring/auditing contractors or grantees to ensure that eligible children are served and eligibility documentation is verified."
The Lead Agency's Bureau of Child Care and Development staff audit each contractor on-site at least every three years. This is in addition to the new Improper Payment Project review cycle. In addition, the Lead Agency's Office of Contracts randomly selects contractors to audit annually. Quality activity contractors submit quarterly reports with activity data, which is tracked for completion of contract deliverables. Each contractor is audited on-site at least every three years.
The Quality/Discretionary providers submit monthly billings to their individual contract managers in the Quality unit. Staff review expenditure reports and make payment recommendations. One designated staff person in the Quality unit completes a spreadsheet, which reflects the payment recommendations and what line item of the contractors' budget the payment should be made from (i.e. Eligibility Determination, Quality, and Quality Rating System). Senior Management approval to pay is obtained. Once Senior Management has approved, the Bureau Contract Manager prints the spreadsheet and pays what is recommended. The Contract Manager updates the spreadsheet with the payment amounts entered and forwards them to two additional staff in the Contract unit, allowing for two levels of approval. This prevents the Contract Manager from solely approving payments entered into the system.
CCAP Policy 07.10.01: A child care provider who participated in the Illinois Department of Human Services Child Care Assistance Program is subject to and must cooperate with the monitoring review of their records to ensure that services billed to the Department are adequately documented.
Procedures for the preceding policy:
A child care provider who contracts with the State of Illinois to provide direct service care for a client who is enrolled in the Illinois Department of Human Services Child Care Assistance Program (CCAP) must keep adequate records to fully document the extent to which services were provided. This includes a record of attendance which clearly delineates the dates and times the child was present. The minimum requirements for documents that comprise a client's case record can be found in Policy 03.01.01 - Contents of Case Records. A licensed child care center, licensed family child care home or group child care home provider is required to maintain records which fully document the extent of services provided for a minimum of five years from the date of payment. In addition, Site Administered Contracted providers agree to make all case records and supporting documentation relevant to the services billed to the State of Illinois available to any and all authorized Department representatives and Federal authorities. Failure to maintain adequate records shall establish a presumption in favor of the State for any funds paid by the State for which adequate documentation is not available to support reimbursement.
Child Care Resource and Referral agencies are subject to the same documentation requirements as stated above with the exception of attendance records.
All contractors are required to keep adequate financial records to document program income and expenditures as it contributes to the delivery of services to the State Subsidized Child Care clients.
Administrative error refers to areas identified through the Error Rate Review process. Lead Agencies are required to have processes in place to identify fraud or other program violations.
The Lead Agency has the flexibility to recover misspent funds as a result of errors. The Lead Agency is required to recover misspent funds as a result of fraud.
The Lead Agency is required to impose sanctions on clients and providers in response to fraud.
Illinois Department of Human ServicesJB Pritzker, Governor · Dulce Quintero, Secretary
IDHS Office Locator
IDHS Help Line
© 2023 Illinois Department of Human Services